$bn+
In bills processed annually
Purchase Orders: Better Spend Visibility & Stronger Controls
Lightyear’s cloud purchase order system gives you the visibility and control you need to manage spending before it happens. Easily manage who can raise POs, set approval workflows, and match them with invoices accurately.
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The features that power Lightyear Purchase Orders
1. Create POs effortlessly
Define who can raise purchase orders and provide them with a clear, consistent way to do so: all in one place. Whether it's products or services, Lightyear pulls in item details directly from your suppliers' catalogues.
2. Draft or send for approval
Your team can save as a draft if not ready, or send for approval so the spend is authorised before it reaches suppliers.
3. Approve and track
Pre-defined rules automatically route the PO to the correct approver, customised based on amount, department, location, or supplier details. Approvers review POs, and the approved orders are clearly visible in the system — no more lost or untracked requests.
4. Order and manage
Lightyear sends your purchase order directly to your supplier's email address for one-click acceptance. The right people in your team are automatically BCC'd on every order. See immediately when a supplier accepts your order request and track its status until it’s delivered.
5. Complete with full visibility
Always know what's arrived and what's still outstanding. Lightyear's Goods Received Note (GRN) feature lets you mark off individual line items as they come in, even across multiple deliveries, so nothing gets missed. Attach digital copies of your delivery dockets directly to the PO, giving you a clear audit trail whenever you need it.
Stay in control with matching and security
Match POs to invoices at the line item level. At the line item level, Lightyear matches individual lines from your purchase order to the corresponding lines on your supplier's invoice. Any discrepancies are flagged immediately, so you can see exactly where the numbers don't add up before approving payment.
Trusted by Leading Accountants and Businesses
Lightyear integrates with the platforms you already use
Connect your ERP, accounting system, and more with pre-built integrations and powerful APIs, so data entered once flows accurately across your entire finance stack. No duplicate entry.
Find out what Lightyear could save you
Calculate how much you could save with the perfect Lightyear plan for you. Our transparent, flexible pricing adapts based on your business needs. Unlimited users and sub-entities on every plan.
Join thousands of businesses who use Lightyear for POs
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Customer satisfaction rating
+
Users in 20+ countries
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Faster payables processing
Discover more features in Lightyear
Automated statement reconciliation
Automatically match and reconcile supplier statements in zero clicks.
Line item data extraction
Extract every line-item from any document in under 15 seconds — powered by AI
Automated bookkeeping
Automate the bookkeeping for all your line items and accurately sync them with your accounting system.
Approvals
Approve your bills and purchase orders in a multi-tiered, customised approvals workflow.
FAQs
What is a purchase order system?
A purchase order system is software that manages the end-to-end process of raising, approving, sending, and tracking purchase orders. Lightyear replaces manual, paper-based or email-driven processes with a structured, digital workflow — giving you full visibility and control over what's being ordered, by whom, and for how much, before any money leaves the business.
How does a PO system give me better control over my P&L?
A purchase order system creates a commitment record the moment an order is raised and before the invoice ever arrives. This means you can see exactly what's been committed, what's outstanding, and what's likely to hit the P&L in the coming weeks. Combined with approval controls that enforce spending limits, an effective PO system is one of the most direct levers for you to protect your profit margins.
What are Lightyear’s purchase order system benefits?
Without a formal PO process, your business is exposed to unauthorised spending, duplicate invoices, and poor visibility over committed costs. A purchase order management system puts controls in place before spending happens. It ensures every order is approved by the right people, matched against the correct invoice, and recorded with a clear audit trail. The result is better cost control and a healthier P&L.
Can Lightyear’s ordering solution prevent unauthorised orders?
Yes, you can set up approval workflows so that every order is reviewed and authorised before it's valid, preventing anything from being committed outside of the process.
What should I look for in the best purchase order management system?
The best purchase order management system should cover the full ordering lifecycle: from PO creation and approval through to goods receipting, invoice matching, and completion. Key features to look for include configurable approval workflows, line-item level matching, supplier communication tools, spend visibility, and tight integration with your accounting software.
Does Lightyear work for medium-sized businesses?
Yes, Lightyear is designed to be accessible for businesses of all sizes, with a straightforward onboarding process and workflows that can be as simple or as detailed as your business requires. It's easy to set up, intuitive to use, and gives you clear control over spending from day one.
How can Lightyear’s purchase order system help my team?
It reduces manual work and errors for your team. It automates approvals so the right people sign off quickly, keeping projects moving. At the same time, it gives your team full visibility of all orders, budgets, and committed spend in one place.
How do I implement Lightyear?
With Lightyear, getting your purchase order process up and running is straightforward. Set your approval workflows, define who can raise POs, and connect to your accounting software, all within a few weeks. Download our guide to learn more about getting started, or if you're ready to see it in action, book a demo with one of our team.